Construction Administrative Asst.

Tecta South Florida; Deerfield Beach (FL); On-site; USD 40,000 - 55,000; Full time

Job summary

Tecta South Florida is seeking a Construction Administrative Assistant to provide comprehensive administrative support to Project Managers and field teams. You will manage project documents, submittals, permits, purchase orders, and communications to ensure project flow and profitability.

The role requires meticulous organization, strong MS Office skills (Word, Excel, PowerPoint), 3+ years in construction administration, and willingness to visit job sites and travel as needed.

Qualifications

• 3+ years construction admin experience with broad business duties including customer relations and project administration.
• Prior experience with purchase orders (POs).
• Strong planning, organizing, and multi-tasking; ability to bring tasks to closure with urgency.
• Strong attention to detail.
• MS Word, Excel, PowerPoint proficiency. Excel experience a must.
• Must have a valid driver’s license.
• Comfortable visiting job sites periodically.
• Ability to read and follow instructions and policy documents.

Responsibilities

• Coordinate project documents, information, and materials to ensure organized flow and project profitability.
• Review Job Hand Off Package with PM, Estimator and Operations Manager for completeness.
• Create and control Job File contents, including contracts, insurances, licenses, and bonds.
• Prepare submittal packages and verify receipt by GC or customer.
• Apply for required permits and arrange aerial photography or surveys when needed.
• Prepare pay requisitions and progress invoicing aligned with the schedule of values.
• Assist mobilization and close out package within 2 weeks of final billing.
• Coordinate with Accounts Receivable for lien release and ensure proper filing.

Skills

POs knowledge

Planning & organizing

Multi-tasking

Attention to detail

Time management

Problem solving

Urgency & follow-through

Communication

Tools

Microsoft Word

Microsoft Excel

PowerPoint

Job description

Construction Administrative Assistant

Position Objective

The Administrative Asst. will provide comprehensive administrative support and assist with the plans and directions of the Project Managers and will effectively communicate with project teams by providing information, answering questions and assisting in project administrative operations. The Administrative Asst. and Project Managers will work as a team to assure successful project completion, strong working relationships with our customers, support of our employees and contribute overall to the success of the Company. The Administrative Asst. will coordinate the project activity with the Project Managers and Superintendents.

Job Functions

• Provide the necessary daily coordination and communications to facilitate the flow and control of all project documents, information, and materials required to ensure the organized flow and profitability of assigned projects
• Participate in the review of the project, "Job Hand Off Package" (review to be scheduled by the production department), with the Project Manager, Estimator and Operations Manager to include a verification that the hand off package is complete with all required documentation (the general manager may or may not attend this review)
• Create and control the contents of the Job File to include:
  • To acquire, receive, maintain or file all contracts (making sure they are signed, or solicit signatures as needed to include insurances, licenses, bonds, NOCs, NOAs, etc.)
  • To initiate, ensure and control the completion of the project coordinator checklist
  • To ensure the CERTA program pre and post job inspection reports become a part of the permanent project file as necessary
• Prepare submittal packages for Project Manager’s review, as directed (send out approved submittals and verify that they are received by the GC or customer). Review returned submittals and notify Project Manager and Operations Manager of any adjustments.
• Apply for any required permits (to verify that all required permits are received before the job start).
• Order any aerial photography or slope surveys (if required).
• Order job specific materials using the approved PO procedure and cost codes as directed.
  • Order, or verify, that materials are ordered from the approved vendor list using the best available price (equal to or less than the cost price used in developing the proposal) that meets or exceeds the needed quality level as the primary criteria for selection
• Assist the Superintendent with the mobilization of the project (required materials available when needed, rental equipment, portable toilet, housing, job specific book for Superintendent etc.)
• Prepare Direct Purchase by Owner, OCIPs and MCIPs.
• Prepare change orders as required at the direction of Project Manager.
• Coordinate with the Project Manager on RFIs/RFPs/meeting minutes/punch lists.
• Coordinate the flow and communications of paperwork and activity associated with any project.
• Prepare pay requisitions (progress invoicing) to include:
  • That the payment request is consistent with the schedule of values
  • That the payment request is approved by Project Manager
  • That the payment request is mailed out or presented to the customer
  • That a copy of the payment request is forwarded to accounting
• Work with Project Manager to complete the close out package within 2 weeks of final billing (not including retainage) to facilitate the release of the retainage payment.
• Coordinate with Accounts Receivable for lien release.
• Maintain a well-groomed, professional appearance appropriate for the position and situation in which the Project Coordinator may be involved.
• Perform other related duties as assigned.

Knowledge, Skills & Experience (Essential)

• Minimum three (3) years of construction industry experience with emphasi on all facets of business including but not limited to customer relations, project administration.
• Prior experience with PURCHASE ORDERS (POs).
• Other critical skills include planning & organizing; problem identification/resolution, multi-tasking,follow-through skills to bring tasks to closure in a timely manner, priority setting, and having a sense of urgency in accomplishing tasks in a timely manner.
• Strong attention to detail.
• Microsoft Word, Excel, PowerPoint. EXCEL EXPERIENCE A MUST!
• Must have a valid driver's license.
• Comfortable visiting actual job sites periodically.
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with co-workers.

Key Competencies

• Proficiency with Microsoft Excel or other spreadsheet program, including strong analytical abilities
• Knowledge of Purchase Orders (POs) and how they work
• Ability to speak, read and comprehend instructions, short correspondence and policy documents, as well as converse comfortably with coworkers
• Sound problem assessment and problem-solving skills
• Well organized; adept at planning work and managing time
• Extreme attention to detail and high level of accuracy
• Perform work with integrity, teamwork and collaboration

Occupational Health and Safety

• Responsible and accountable for compliance with workplace policies and procedures for risk identification, risk assessment and risk control
• Active participation in activities associated with the management of workplace health and safety
• Identification and reporting of health and safety risks, accidents, incidents, injuries and property damage at the workplace
• Correct utilization of appropriate personal protective equipment

Working Conditions

Physical surroundings: Office and field environment with typical office machines and exposure to noise and temperature as well as exposure to typical hazards of jobsite, including ladders, construction materials, etc.

Physical Effort: Extensive sitting, standing, walking. Repetitive keying, typing. Occasional lifting not to exceed 25 pounds.

Domestic Travel: Occasional, for purposes of training in operating units or visiting job sites.

Extensive Hours: Subject to overtime

The above statements are intended to describe the general nature and level of work being performed by persons assigned to this position. They are not intended to be an exhaustive list of all associated responsibilities, skills, efforts or working conditions. Tecta America reserves the right to change, amend, add, delete and otherwise assign any and all duties, responsibilities and position titles as it deems necessary to meet the needs of the business. Tecta America South Florida is an Equal Opportunity Employer.